Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1698938056302.pdf (Trinidad and Tobago)
2012 Administrative Report 2011-2012 A report to summarize the achievements and challenges of the Ministry of Gender, Youth and Child Development between 1st October 2011 and 30th September 2012.
Contents Introduction .................................................................................................................................................. 4 1.0 Purpose ................................................................................................................................................... 5 1.1 Vision ................................................................................................................................................... 5 1.2 Mission ................................................................................................................................................ 5 1.3 Mandate .............................................................................................................................................. 5 1.4 Core values .......................................................................................................................................... 5 1.5 Strategic Plan ...................................................................................................................................... 6 2.1 Services provided .............................................................................................................................. 10 Interdisciplinary Child Development Centre (ICDC) ......................................................................... 12 National Family Services Division ........................................................................................................ 12 3.0 Performance Accomplishments ............................................................................................................ 13 Interdisciplinary Child Development Centre (ICDC) ......................................................................... 19 3.1Critical Success Factors ...................................................................................................................... 25 3.2 Infrastructural Development ............................................................................................................ 26 3.3 Challenges ......................................................................................................................................... 26 4.0 Financial Operations ............................................................................................................................. 26 4.1 Expenditure ....................................................................................................................................... 27 4.2 Recurrent Expenditure ...................................................................................................................... 27 4.3 Variances under Recurrent Expenditure ........................................................................................... 28 4.4 Development Programme (DP) ......................................................................................................... 28 4.5 Infrastructure Development Fund (IDF) ............................................................................................ 29 4.6 Revenue ............................................................................................................................................ 29 4.7 Debt Policy & Investment Policy ....................................................................................................... 30 5.0 Human Resource Development Plan .................................................................................................... 30 5.1 Career Path Systems ......................................................................................................................... 30 5.2 Performance Measurement Tools .................................................................................................... 30 5.3 Promotion ......................................................................................................................................... 31 5.4 Recruitment and Selection Procedures ............................................................................................ 31 5.5 Positions filled in Financial 2011-12 .................................................................................................. 32 5.6 Training and Development Programmes Conducted For Financial 2011 – 2012 ............................. 32 2 6.0 Reporting Functions .............................................................................................................................. 33 Departmental Reports ......................................................................................................................... 33 External Reports .................................................................................................................................. 33 7.0 Procurement Procedures ...................................................................................................................... 34 7.1 Central Tenders Board Limits ............................................................................................................ 34 7.2 Open Tender, Selected Tender Procedures, and Sole Tender with Criteria Used In Selecting Each System ..................................................................................................................................................... 35 8.0 Public and Community Relations .......................................................................................................... 35 8.1 Client and public access to services/service delivery systems ......................................................... 35 8.2 Community and Stakeholder Relations/Outreach ............................................................................ 35 3 Introduction The Ministry of Gender, Youth and Child Development was established in July 2011.
Initially, it comprised of an executive that included the Minister, the Minister of State, the Permanent Secretary and their personal staff.

During these initial months, the Ministry set a strategic direction which was articulated in an interim Strategic Plan 2011-2013.

Furthermore, in this period of establishing the Ministry, programmes, that had been transferred from other Ministries were reviewed and aligned to the Governments Medium Term Policy Framework 2011-2014.
Institutional strengthening activities were also prioritised and cohesive organizational arrangements achieved so that various Units and Divisions were merged into a complementary mechanism able to deliver the Ministry’s mandate, which is to enable families and youth to locate and access gender sensitive services that support the development of positive nurturing families and productive youth.

The Trinidad and Tobago Gazette no.

76 vol.
51 presents the Ministry’s Business and Department of Government as Industrial Schools and Children’s Homes Interdisciplinary Child Development Centre  Gender Affairs    National Family Services  Trinidad and Tobago Association for Retarded Children  Youth Camps  Youth Groups  Programmes  Youth Academic Training  Statutory Boards and Other Bodies  Adoption Board  Children’s Authority These Divisions and Units function within the Ministry of Gender, Youth and Child Development’s framework for building human capacity, which is based on the following strategies:  Building the knowledge and talent of our human resources.
 Ensuring gender mainstreaming and equality.

 Promoting youth development and empowerment.

 Protection and development of children.

 Collaboration with individuals, groups, communities and international organizations to allow for full participation in the efforts to promote national development.

During the start-up period, 2011 – 2012, the Ministry focused on aligning the activities of the various Units and Divisions in order to allow for the attainment of the Ministry’s strategic objectives.
These activities included the merging of Units /Divisions and the building of team and capacity.

However, some challenges were encountered which included staffing shortages, a lack of appropriate accommodation, a need for the expansion of information technology (IT) capacities and a paucity of vital information.
In this regard, the Ministry of Gender, Youth and Child Development recognizes its employees who worked very long hours and continue to contribute to the success and sustainability of the programmes and projects and the delivery of accessible, gender sensitive services for the development of positive nurturing families and productive youth.
4 1.0 Purpose The Ministry’s main purpose is to lead, facilitate, support and monitor the advancement of gender equality and the holistic development of children and young people by spearheading rights-based policies and programmes, service delivery and information dissemination, in collaboration with other stakeholders.
1.1 Vision The Ministry of Gender, Youth and Child Development is a people-centered, proactive institution which guarantees that standards of excellence are achieved by all stakeholders to promote and protect the rights of all citizens, in particular children and young people, while improving the overall human development status of the people of Trinidad and Tobago.
1.2 Mission The mission of the Ministry is to provide effective leadership on issues related to gender and development and effective child and youth development, by ensuring evidence based policy making, planning, monitoring, evaluation and implementation of quality services and programmes, and stakeholder collaboration.
The Ministry establishes national priorities for child, youth and gender issues to support an enabling environment for the delivery of a broad range of high quality, people-centered services by a mix of public, private, regional and international providers.
1.3 Mandate The strategic mandate of the Ministry is to contribute to overall human development through the following key areas:  Gender and Development  Child Development  Youth Development These areas of work reveal the critical role of the Ministry in enhancing the quality of life of the people of Trinidad and Tobago.
Within the context of a constantly evolving socio-economic landscape, the Ministry is determined to cement its relevance through the implementation of evidence-based policies and programmes, effective use of information and communication technologies, and continuous monitoring and evaluation.

1.4 Core values The Ministry is driven by strong core values which define its policies, programmes and services.
These values are envisioned to have a catalytic effect on the social transformation efforts to support infrastructural and legislative frameworks, programme reforms and service delivery systems.
These values include: People-Centered focusing on meeting the needs of our stakeholders Equality and Equity ensuring that the services of the Ministry are available and accessible to all citizens Integrity operating on the tenets of honesty and accountability Service-Oriented striving for excellence in customer service delivery 5 Collaboration creating and maintaining mutually beneficial relationships with all stakeholders Efficiency and Effectiveness ensuring that all efforts rebound to the benefit of all stakeholders 1.5 Strategic Plan The Strategic Priorities of the Ministry are aligned to the first pillar of the National Framework for Sustainable Development – People-Centered Development.
It is in this context of achieving the envisaged national development though social transformation that the Ministry has identified the following strategic objectives: 1 2 3 4 To champion evidence based policy making, programme implementation and high quality, accessible and effective service delivery in order to advance gender equality, the rights of the child and youth development.
To facilitate multisectoral action(involving state, private sector, and civil society) towards the achievement of gender equality, and the fullest potential of children and young people.

To sensitize and mobilize Trinidad and Tobago citizens to uphold and promote equality between women and men, the universal rights and needs of every child, and the holistic development and empowerment of young people.
To honour international obligations, develop intervention strategies to protect voiceless and vulnerable groups, and adopt a team-based approach to our work on gender, youth and child development.

6 2.0 OrganisationalStructure 7 2.0 Divisions/Units of the Ministry of Gender, Youth and Child Development The table below is a summary of the functions of the various Divisions/Units of the Ministry of Gender, Youth and Child Development.
8 Division/Unit Gender Affairs Division Function This Division works to achieve gender equity and equality for all persons in Trinidad and Tobago through the process of gender mainstreaming in all government policies, projects and programmes.
Its roles include: the identification of gender gaps in Trinidad and Tobago the formulation and execution of policies and initiatives to address these gaps the promotion of gender awareness and sensitivity    Youth Division Interdisciplinary Child Development Centre(ICDC) Overall the Division’s mandate is to improve the quality of life of all persons at all levels of society.

The Youth Division serves to prepare young people to meet the challenges of adolescence and adulthood.
The Youth Division is mandated to coordinate programmes that support social, moral, emotional, physical and cognitive development in youth.

It implements its services through: Nine (9) District Youth Services (DYS); two (2) Youth Development Apprenticeship Centres (YDAC); six (6) nonresidential youth facilities; youth placement services; and Youth Resource and Information Services (YRIS).
This Centre provides comprehensive child care services in collaboration with the Ministry of Health catering for approximately forty five (45) children between the ages of ten (10) months and four and a half years (4.5).

The Centre provides early childhood education, nutrition and sensory stimulation.
Project Management Unit This Unit manages and monitors all of the projects of the Ministry of National Family Services Division (NFSD) Internal Audit Unit Information Communications Technology Division (ICTD) Human Resource Management Division Gender, Youth and Child Development.

This Division assists families in social functioning remedial, developmental and supportive counseling in addition to promoting the welfare of all children.
The NFS also implements the parenting programme and oversees the foster care and adoption process.

This Unit has the responsibility of ensuring that all the Ministry’s operations are in compliance with the relevant rules, regulations, policies and guidelines applicable to the Public Service.

This Unit provides ICT support and services that enhance the operational effectiveness, efficiency and service delivery of the Ministry.
The Human Resources Unit’s mandate is to provide efficient and effective human resource services to all internal and external customers in an effort to build institutional capacity and promote human development efforts within the Ministry.

It is responsible for providing advice and support to the Permanent Secretary on all human resource matters while effectively managing the human resource needs of the staff.
The functions and responsibilities of the Unit include:  human resource planning  human training and development  salary and benefits administration  managing industrial and employee relations General Administration Division This Unit manages the resources need of the Ministry and procurement for the Ministry is central to this role.
9 Legal Unit Corporate Communications Unit Policy, Research and Planning Unit HIV/AIDS Unit Finance and Accounts Division Adoption Unit and and (civil contracts criminal); Responsibilities of this Unit include representing the Ministry in all legal matters, the provision of advice to the Ministers, Permanent Secretary and Heads of Unit/Division of the Ministry in addition to nine (9) external agencies that report to the Ministry.

These agencies include the Children’s Homes and the Adoption Board.
Its roles and functions include: legislation; litigation conveyance; participation/representation on behalf of the Ministry.

This Unit develops and implements strategies for marketing and branding the Ministry in addition to events planning and management and the dissemination of information to all stakeholders.

This Unit is concerned with research to allow for evidenced policy, programme and project development across the Ministry.
Also housed within this unit are Monitoring and Evaluation coordinators responsible for the monitoring and evaluation of all Ministry operations.

The Coordinator strengthens the implementation and coordination capacity of the Ministry to respond to the HIV/AIDS epidemic, emphasising prevention, care and support, advocacy, human rights and research.
This Unit is responsible for all accounting duties in the Ministry as directed by the Comptroller of Accounts, the Financial Instructions, Regulations, Circulars and all other directives from the Comptroller of Accounts and Ministry of Finance.

Duties include:- - Payment of salaries and wages -Payments to suppliers and contractors -Maintenance of books and reports -Preparation of all accounting reports • Receives applications from birth parents, guardians and adopters.
•Performs casework investigations for local and international agencies on children and family issues.

•Caseworkers investigate matters concerning the adoption of children for the consideration of the court.

•In accordance with the Adoption of Children Act 31of 1946 the Board acts as guardian ad litem (provided custodial care) of any child in respect of whom an adoption order was sought.

•Caseworkers prepare and present leading evidence in adoption applications to the Court.
•The Unit networks with the Medical Social Workers, Clerks of the Peace, School Principals and other Government agencies.

2.1 Services provided The table below presents a summary of the Ministry’s services.

Gender Affairs Division Service Provided Gender Mainstreaming/Gender Responsive Budgeting Service Description Workshops, seminars and lectures that serve to sensitize stakeholders on gender related issues including gender budgeting, gender based violence and gender equality.
10 Empowerment of participants in the fundamentals of cooking, improving family relationships and the preparation of males to participate more effectively in home management.

To reshape negative concepts of masculinity by addressing the relationships men have with their mothers, life partners, children, colleagues and employers.

This programme is open to the public and targets boys and men from as young as nine (9) years old.
To economically empower single female heads of households who face challenges because of their socio economic status, lack adequate skills and are socially disadvantaged.

Participants can access training in either Care for the Elderly or Agriculture/Landscaping.

Each cycle of the programme affords women three (3) months of training.

The economic empowerment of single female heads of household who do not have formal education, lack adequate skills and are socially disadvantaged.
Participants benefit from training in male dominated/non- traditional fields thereby improving their employability.

It includes an On- the Job experience component.

The programme is also enhanced through the provision of courses in literacy, numeracy, information technology and life skills.

The Drop--In Centre programme offers counselling and other forms of intervention to victims or perpetrators of domestic violence, including victims of rape and incest.
This programme also provides information and referral services to persons who require assistance to deal with other personal and family issues such as drug abuse, anger management, conflict management and teenage pregnancy.

Provides twenty four (24) hour counselling and support to victims or perpetrators of domestic violence, including victims of rape and incest.
The Food Preparation and Home Management Programme for Men and Boys Defining Masculine Excellence Programme Women in Harmony Programme Non Traditional Skills Training for Women National Domestic Violence Drop-In Centres National Domestic Hotline (868) 800-SAVE (7283).
Youth Division Service Provided Youth Facilities:  Basilon Street  Malick  Califormnia  Los Bajos  Laventille Youth Development and Apprenticeship Centres (YDACs):  Praesto Presto  Chatham Service Description Community based non-residential skills training programmes are offered to young people 12-29 years old.

Courses include Food Preparation, Bartending, Tourism Management, Jewellery Craft, Barbering, Martial Arts, Music Literacy and Music Production (Recording).
The facilities are also available for conferences, meetings and other programmes conducted by community youth organizations.

A structured environment for boys between the ages of fourteen (14) and seventeen (17) who have dropped out of the formal education system or who come from socially disadvantaged circumstances.

In addition to life skills, the trainees are exposed to instruction in various trades, remedial literacy and numeracy and physical recreation.
Trainees can earn regional and 11 National Youth Volunteerism Programme District Youth Offices national qualifications in their trade of choice.

Two year course of training leads to Level 1 National Examinations Council (NEC).

The Programme aims to nurture a sense of caring, giving and pride in youth through involvement in meaningful volunteer projects which contribute to self development, community development and national development.
Provides capacity building and leadership training for Community Based Organizations, sports groups and/or clubs.

Gatekeepers Programme Delivered by Toco Foundation, this programme targets young men in the communities of Santa Cruz and Covigne Road with the aim of building responsible social action.
Policy, Research and Planning Unit Service Provided Vacation Camp on the theme ‘Our Culture, Our Heritage’ Service Description Camps provide a safe place for children during the vacation and offer a fun learning experience to all campers.

The camps ease the burden of parents by providing free and reliable supervision for their children for the July – August vacation period.
Camp VYBE is dedicated youth between the ages of twelve (12) to seventeen (17).Camp Footprints is dedicated to children between the ages of three (3) to eleven (11).

The camps delivered activities based around the theme ‘Our Culture, Our Heritage’.
Interdisciplinary Child Development Centre (ICDC) Service Provided Interdisciplinary Child Development Centre (ICDC) Service Description The ICDC Camp provides day care services for babies aged one (1) to three (3) years and pre-school service for children aged three (3) years to five (5) years.

It also offers research and training in Early Childhood Care and Education (ECCE) for students from various institutions and programs e.g.
University of the West Indies students, On The Job Trainees (OJTs) and Civilian Co-operation students; and provides parent education.

National Family Services Division Service Provided Child Adoption Service Description Adults over the age of twenty five (25), who meet specific criteria, may be eligible to adopt a child.

Prospective adoptive parents are investigated and evaluated before they are approved as suitable candidates for adoption, to ensure that children will be safe, loved and nurtured.
12 Foster Services Individual, Group and Family Counselling Parenting Programme The goal of foster care is to reunite the child with their parent or guardian or find another suitable permanent living arrangement such as an adoptive home, guardianship or placement with a relative.

The National Family Services Division offers free counselling services for individuals, groups and families.
This service provides preventive, remedial and developmental counselling for persons who may be facing a crisis or dealing with psychological problems.

Counselling usually spans several sessions, over a forty five (45) minute to two (2)hour duration, but can at times require only a single session.
To provide support and services for parenting through the core areas of education and support which includes workshops for parents, media dissemination of messages and the sensitization of stakeholders concerning parenting issues.

Support includes counselling referrals and access to support groups.
Adoption Unit Service Provided Service Description Child Adoption Services Receives applications from birth parents, guardians and adopters Casework investigations Performs casework investigations for local and international agencies on children and family issues.

In accordance with the Adoption of Children Act 31of 1946 the Board acts as guardian ad litem (provided custodial care) of any child in respect of whom an adoption order was sought.
Acts as guardian ad litem 3.0 Performance Accomplishments The performance accomplishments of each Division or Unit are presented in tables below.

The services provided by each Unit and Division are briefly described and accomplishments pertaining to the service summarized.
Gender Affairs Division Service Provided National Policy on Gender and Development for the Republic of Trinidad and Tobago The Food Preparation and Home Management Programme for Men and Boys Performance Accomplishments - Cabinet appointed Committee approved, November 2011.

- Review and finalization of draft policy completed.

August - September 2012 at twelve (12) centres across Trinidad.

One Hundred and Fifty-Four (154) men and boys completed the programme.
13 Defining Masculine Excellence (DME) Programme Women in Harmony Programme Non Traditional Skills Training for Women - One (1) class was conducted from 11 April to 13 June, 2012, San Fernando with thirty-five (35) participants who all graduated from the programme.

- One (1) class was conducted from 12 April, 2012 to 14 June, 2012, Macoya Industrial Estate with thirty-nine (39) participants who all graduated from the programme.
- A condensed version of DME programme was facilitated for the young men at the PraestoPresto Youth Development Apprenticeship Centre (YDAC) from 24 April to 19 June, 2012; forty (40) residents participated.

- Classes were conducted in April in eleven (11) centres and attended by three hundred and twenty (320) participants.

- A total of three hundred and twenty (320) participants graduated upon their successful completion of the programme.

-Thirteen (13) programmes in ten (10) centres.


Two hundred and sixty five (265) participants completed the programmes.

May to July 2012 the trainees participated in the ‘On the Job Experience’ in various companies, businesses and training centres.

A total of One Hundred and Ninety (190) women graduated in August 2012.

National Domestic Violence Drop-In Centres - Nine (9) Drop-In Centres, one (1) resource centre at Arima.

- More than two hundred (200) clients refereed by the Domestic Violence Hotline.
- Three hundred and twenty four (324) clients have been assisted at the Drop-In Centre.

National Domestic Violence Hotline (868) 800-SAVE (7283).

Public consultations held for National Gender Policy International Women’s Day - Week of Activities International Day for the Elimination of Violence against Women, 25thNovember Clients serviced:- - Male – one hundred and twenty one three (121).

- Female – seven hundred and seventy six (776).

Calls answered:- - Personal – six hundred and forty three (643).
- Prank- one thousand one hundred and thirteen (1113).

- Hang ups –nine hundred and eighteen (918).

- Brief client calls – three thousand five hundred and twenty (3520).

- - Wrong numbers – eighty seven (87).

- -One (1) Religious Body Consultation, May 2012, with fifty (50) participants representing the Hindu, Christian (multiple denominations) and Muslim faiths.

- - Breakfast seminar in Hyatt Regency Hotel on “Gender Responsive Interagency calls- nine hundred and eighty nine (989).
Information requests – eight hundred and forty (840).

5k race in Queens Park Savannah, 11 March 2012.

Budgeting”, two hundred (200) participants, March 2012.

-Breakfast Seminar at Hyatt Regency Hotel entitled “Gender-based Violence in Calypso” in collaboration with the Trinbago Unified Calypsonians Organisation (TUCO), two hundred (200) participants.
14 Community Fairs delivered by Gender Affairs Division Caravans held in:- - Cedros - Rio Claro - Chaguanas - Maracas Bay - Penal - Sangre Grande Over one hundred(100) participants at each caravan Participants at the International Women’s Day 5k Walkathon 15 Gender Sensitization for Government Ministries, civil society and TUCO Food Preparation and Home Management for Men and Boys Women in Harmony Programme 16 Youth Division Service Provided Youth Development and Apprenticeship Centers (YDACs):  Praesto Persto  Chatham.
Performance Accomplishments - At Persto Praesto vocational and remedial classes were offered for the period 2011-2012.

There were seventy five (75) participants.

- At Chatham, Vocational and Remedial Classes were offered for the period 2011-2012.

There were thirty six (36) participants in September 2012.

National Youth Volunteerism Programme - Launched on 9 May 2012.

- A Logo and Art-Work competition were held.

Zachary De Lima and Atiba Cudjoe were 12 – 17 & 18 – 29 age group winners respectively.
Jingle produced for promotion of the programme.

- District Youth Offices The following programmes were run between January and June 2012: - Adolescent Intervention Programme - Youth Literacy & Enhancement - Youth Leadership - Positive Vibes Carnival Programme - Safe Sex Practices Workshop - Youth Health Project - Youth Health Carnival Parade - Providing Alternative Activities For Youth During -Carnival - - School Health Intervention Programme See Appendix I for further details.
Innovative Theatre Workshop Gatekeepers Programme - Nineteen (19) male participants from Upper and Lower Santa Cruz and National Youth Policy National Youth Council Review Committee appointed Vacation camp for young men and boys Arima Resource Centre for Men and Boys seventeen (17) male participants from Covigne Road enrolled.

- Committee appointed in November, 2011.

- Ten (10) community consultations.

- Fifteen (15) focus groups.

- Approximately two thousand five hundred (2,500) persons consulted.
- Data analysis conducted on the information collected from these focus groups.

- Draft policy submitted to stakeholders and key members of the ministry for review before submission to Cabinet.

- Final submission to Cabinet, August 2012.

-Committee appointed, January 2012.

-Thirty-five (35) boys /young men attended in July/August 2012.
- One day sensitization programme titled “Male Character Building – Understanding Your Role.”,15 February to 24 March, 2012, fifteen (15) boys between the ages of fourteen (14) to eighteen (18) attended.

- Additionally a lay counselor and a psychologist offered support group services and individual counselling to men and boys at the centre.

17 National Youth Awards Seventy (70) men and boys have used this service during the period under review.

-Ceremony held in August 2012.


Forty-four (44) individuals and four (4) groups, comprising one (1) to thirty (30) persons were nominated and recognized in their respective fields.

Sixty three (63) nominations received.

Policy, Research and Planning Unit Service Provided Vacation Camps.

The activities of the camp centered on the theme ‘Our Culture, Our Heritage’.
The National Strategic Plan for Child Development (NSPCD) Subvention to Children’s homes Performance Accomplishments -Camp Footprints (3-11 years), eighteen (18) camps, held for two (2) weeks in August, nine hundred and thirty four (934) children attended.

- Camp Vybes (12-18 years).

Thirty one (31) camps, held for two (2) weeks in August.

Four hundred and fifty two (452) children attended.

-Plan developed and approved by Cabinet in March 2012.
Financial support of the following children’s homes:- - Credo Foundation For Justice (Sophia House) $400,000.00 - Credo Drop-in Centre for Socially Displaced Boys $500,000.00 - Credo Aylward House $200,000.00 - Rainbow Rescue -A Haven of Hope - $242,252.00 Islamic Home for Children Inc. $40,000.00 - Ferdean's Place Children's Home - $40,000.00 Jayalakshmi Children's Home $60,000.00 - The Cyril Ross Nursery $200,000.00 - Hope Centre $25,000.00 - Mothers' Union $150,000.00 - Casa de Corazon $270,000.00 - Bridge of Hope $281,640.00 Total: $2,408,991.00 Financial support to the following state children’s homes: - St. Michael's School for Boys $8,700,000.00 - St. Jude's School for Girls $5,800,000.00 - St. Mary's Children’s Home 18 $10,900,000.00 - St Dominic's Children’s Home $11,000,000.00 Total: $36,400,000.00 Interdisciplinary Child Development Centre (ICDC) Service Provided Interdisciplinary Child Development Centre (ICDC) ICDC (1-5 years) vacation camp.
HIV/AIDS Coordinator Service Provided Information dissemination HIV and AIDS Sensitisation/Awareness Programmes HIV and AIDS Resource/Referral Directory Strengthening collaborative relationships Direct support to colleagues/field staff Performance Accomplishments -Forty five (45) children aged one (1) to five (5) attended the Centre throughout the year.

-One (1) camp held for two (2) weeks in August.

Forty five (45) participants.


Performance Accomplishments - Relevant documents from Office of the Prime Minister (OPM), the Ministry of Labour and Chief Personnel Officer (CPO) were provided and explained to the Heads of Divisions (HoD).

- Meetings convened with HODs to discuss the issue of HIV mainstreaming with the various Divisions providing them with a greater appreciation of their role in the expanded response to HIV/ AIDS.
-HIV and AIDS Workplace Education Open House, 30 November, 02 and 07 December, 2011.

-Development of directory started.
-Collaborative relationships developed with Government, Civil Society, Regional and International Organisations including: Ministry of Health, Ministry of Labour, CPO, OPM, Ministries of the People and Social Development, National Security and Tourism, Family Planning Association of Trinidad and Tobago (FPATT), Young Men’s Christian Association (YMCA), Trinidad and Tobago Red Cross, Red Initiative, Voice of One Overcomers, South AIDS Support, Caribbean HIV Alliance, UNAIDS, UNFPA, and UNICEF.
-Youth Health Caravans, the Social Eduvans and Peer Educators Programmes supported.

National Family Services Division Service Provided Performance Accomplishments 19 Child Adoption Placing a Child in Foster Care / Becoming a Foster Care provider Individual, Group and Family Counselling Adoption Unit Service Provided Receives adoption applications Casework investigations -One (1) child adopted.

* No adoption Board in place between June and November 2012.

-Twenty seven (27) children placed in foster care.


As requested by the Courts/individuals Performance Accomplishments •Twelve (12) Prospective Adoptive Parent applications were approved and applicants were placed on the waiting list.

•One hundred and thirty-one (131) interviews were conducted at the Port of Spain office.

•One hundred and thirty (130) interviews were conducted at the south office.

Fourteen (14) Approved Parent matters were investigated.
Eight (8) casework (foreign) matters were investigated.

Acts as guardian ad litem As required Information Communication Technology Division (ICTD) Service Provided Provision of ICT services to general staff.

-T1 voice communication line (TSTT) installed.

Performance Accomplishments -One hundred (100) desk phones installed.

-Voice over IP PBX and one hundred (100) desk phones (sharing PBX with Ministry of Transport) -Two (2) direct lines for facsimile transmission installed.
-DIT numbers on the PBX for Executive Staff (ability for external parties to call directly to the extension) facilitated.

-Security Access System (Video Surveillance/ Card Entry) installed.

-Forty (40) desktop PCs, ten (10) standalone printers, and AntiVirus software for all staff were set up.

-The GovNETT connection (temporary solution) was deployed as were the iHRIS application, and GPS (Cheque writing system – Ministry of Finance).
-Symantec End Point training, five (5) days, was hosted by iGovTT for ICT Manager and IT Specialist.

Corporate Communications Unit Service Provided Online information dissemination to public Marketing the work of the Ministry through -Website 80% completed.

Facebook page in development stages.

Performance Accomplishments - Appointment of the Children’s Authority Board.
20 Media coverage of key initiatives Marketing Campaigns Media Management Staff Engagement Media releases Speeches for Minister Marlene Coudray- Fiscal Year 2011- 2012 - International Women’s Month in commemoration of International Women’s Day.

- National Gender Policy Stakeholder Consultations including the development of a nine-part radio programme on Power 102FM radio station on the National Policy for Gender and Development.
- Non Traditional Skills Training Programme - Launch of the National Youth Volunteerism Programme.

- Vacation Camps (3-17 yrs).

- National Youth Awards.

- Carnival Campaign: re Looking out for Children during Carnival.

- National Youth Volunteerism Programme (NYVP) - - Media database developed.

- Media Monitoring: production of “In the News” – online real time 1st Phase: NYVP Artwork Competition.

updates of news in the press.


- News Clipping Library re: archiving of news clipping relevant to the work of the Ministry developed.

- Creation of a picture library.

- Celebration of national cultural events including Carnival, Administrative Professionals Week, Mother’s and Father’s Day, Indian Arrival Day,Eid, Christmas, Easter and Emancipation Day.

- Creation of the Social Events Club.


- Thursday 28 June 2012: Minister Marlene Coudray assumes office at the Ministry of Gender, Youth and Child Development.

- Monday 18 June 2012: Consultations on the Review of the National Youth Policy in Tobago - Friday 18 May 2012: National Policy on Gender and Development.

- Thursday 17 May 2012: Appointment of Mrs. Hazel Brown and Mrs. Brenda Gopeesingh as special envoys on women and gender equality.
- Thursday 17 May 2012: Ministry of Gender, Youth and Child Development supports Global Young Leaders.

- Friday 11 May 2012: Encouraging self, community and national launches national youth volunteerism development: Ministry programme.

- Friday 11 May 2012: Volunteerism matters: Ministry launches National Youth Volunteerism Programme.

- Thursday 26 April 2012: National Policy on Gender and Development.
- 5th Annual Young Women of the Year Award 2012; Network of Non- Governmental Organizations of Trinidad and Tobago for the Advancement of Women.

- Commissioning of Gatekeepers Foundation.

- Launch of the Training and Sensitization on the Children’s Act.

Hosted Administrative Professional Week - - 24 April, 2012: Entertainment, tokens and prizes for administrative staff aimed at demonstrating appreciation and as a motivational tool.
Hosted Mother’s Day Celebration Hosted Father’s Day Celebration - May 2012: Lunch and gifts as tokens of appreciation.

- June 2012: Engendered sensitivity around gender roles as well as appreciation and motivation of staff.

21 Hosted Indian Arrival Day Celebration Hosted Emancipation Day Celebration - May 2012: Awareness and appreciation of national diversity.

- August 2012: A collective awareness and appreciation of historical struggles.
Human Resources Management Division Service Provided Orientation Manual for new employees Employee Handbook Institutional Strengthening of the Ministry Installation of a security system Internal Audit Unit Service Provided Audit of Youth Camps Audit of Children’s Homes Human Resource and the Integrated Human Resource Information System (IHRIS) Audit of Main Accounting Unit Asset Inventory Special Assignments: Legal Unit Service Provided Children’s Act No 10 of 2012 -Draft developed.
Performance Accomplishments -Draft developed.

-Cabinet Note prepared, January 2012.

-System installed, July 2012.

Performance Accomplishments Audit of Facilities:-100% -Administrative operations.

-Expenditure.

-Revenue.

-Inventory.

-Update of Pension and Leave Records-95% -Review of Pay Record Cards-95% -Award of increments-95% -Audit undertaken.

-Audit of accounting records completed.

-Activity commenced and will continue in next fiscal.
- Payments and cash disbursements to trainees at Youth Camps-100% -Audit Examination of activities at the Laventille Youth Facility-100% -Audit Examination of the Chatham Youth Camp-100% -Bill Passed, 15 June, 2012.
Performance Accomplishments 22 Standardization of the Legal Age of Marriage Provided input for the finalization of the 4th, 5th and 6th Periodic Reports Provided input for the Ministry of Foreign Affairs Provided brief for Honourable Minister Marlene Coudray with specific emphasis on Child Protection Provision of legal advice to the Ministry Children’s Homes Service Provided St Jude’s Children’s Home -National Consultation, 4 November, 2011.
-4th, 5th and 6th Periodic Report under the International Convention on the Elimination of All Forms of Discrimination Against Women (CEDAW).

- Draft Charter of the Commonwealth.

-Review of the Dangerous Dogs Act.

-The Unit, on its own initiative, accessed free on-line training with the Inter- American Children’s Institute – a specialized organization of the Organization of American States (OAS) – in respect of the area of International Child Abduction and an Update on the Rights of the Child.
It is anticipated that the Legal Unit will work together with the Human Resources Management Unit to access further training in Human Rights issues so as to better advise the Ministry on these specialized and evolving areas of law.

Performance Accomplishments -S.E.A - In March 2012 four (4) students did the S.E.A examination and were successful as follows: - One (1) was assigned to Corpus Christi College, One (1) Carapichaima West Secondary, One (1) Mucurapo West Secondary, One (1) Guaico Secondary.
School Leaving Certificates: In June 2012 (13) thirteen students did the Primary School Leaving Certificate Examination.

Five (5) received full certificate YTEPP courses: Fifteen (15) students completed Patient Care Ten (10) students completed Beauty Culture UWI : Open Campus Three (3) residents were successful in the General Cooking and Cake and Pastries Courses.

Grades A and B attained.


COSTAATT: Two (2) students enrolled Netball: Republic Bank Netball League winners Cricket: POWERGEN and Francis Rivas Cricket Leagues winners Received trophies for: 23 -Most Wickets -Most Outstanding Player -Most Runs Swimming: Eight (8) residents successfully completed a course in swimming – Water Polo Taekwondo: Five (5) residents successfully completed 1st level Management And Staff – Training Training No.
of persons Families in Action -Basic Counseling -Advanced Counseling Chamber of Commerce - Mediation Trinzuela College – Construction Certificate major in Plumbing Arthur Lok Jack - Events Management Certificate - 2 2 2 1 1 Safety in Driving Course - Three (3) children wrote S.E.A in 2012, and attained passes for Belmont 1 Boys’ Secondary, Success Laventille Composite and Mucurapo Secondary (East).
- Six (6) children graduated from a year-long Computer Course – Introduction to Word, Excel and Power Point; sponsored by KISS Baking Company.

- Water Polo team won their category in the Primary School Water Polo league.

- Five (5) children on football scholarship from Harvard Club earned certificates of participation and performance awards on completion of a six (6) month programme.

- Five (5) children benefitted from a cricket scholarship.
- Acquisition of a 28 seater-bus - Introduction of an Information Technology Programme for the residents through Kiss Baking Company 19 yr old male resident a graduate of Trinity College East – received the Glynne Gordon-Carter Award for Community Service.

- - A coordinator was recruited to deliver the Living 18 and Beyond Programme which prepares residents for leaving the Home.
- Collaboration between St. Mary’s Children’s Home and the Ministry of Tertiary Education introduced the Multi-Sector Skills Training Programme (MuST).

Hospitality programs will be six (6) months.

- Seven Male residents received Scholarship to Youth Facilities - The Home began Psycho-Ed Evaluations for all children as a prelude to preparation of Care Plans for all children.
24 St Dominic’s Children’s Home St Mary’s - A 19 yr old male resident was awarded Adjudicators Award in Championship in the Open trombone Class for Music Festival.

He also received the Most Outstanding Open Brass Performer at the Music Festival 2012.

He is now a member of the T&T Police Band and presently pursuing a Diploma in Music at UTT.
- Ten Residents completed a study in Information Technology which was sponsored by Kiss Baking Company (this is done on an Annual Basis) St Michael’s School for Boys - Development of effective management - Development of audited accounts - Full staff complement - Development of documented screening process - One child per bed - Development of individualized care plan - All children immunized Finance and Accounts Division Service Provided Starting up of fiscal 20112012 Payments Appropriation account Budget projection 2011/2012 Reconciliation -Accounting systems reconfigured under Head 66 Performance Accomplishments - Payments of salaries and wages for fiscal year.
- Payments to suppliers.

- Payment of subventions.

- Payment of one-off grants approved by Grants Committee.

-Prepared Appropriation Account for July 2010 to September 2011 and forwarded to Comptroller of Accounts and Auditor General in January, 2012.

- Prepared and submitted, April 2012.

-Prepared monthly and submitted to Comptroller of Accounts.

3.1Critical Success Factors For the success of programme/service implementation several critical factors were identified.
These factors were: suitable infrastructure including ICT suitably qualified staff access to services site acquisition for the construction of new facilities      provision of accommodation  engagement of Non Governmental Organizations 25 3.2 Infrastructural Development In order to ensure efficient and effective delivery of services, the Ministry undertook several infrastructural projects.

The table below summarises the status of these projects and the respective delivery partners.
Project Delivery partner Status Establishment of Model Children’s Home Construction of Three (3) Interdisciplinary Child Development Centres Construction of Four (4) Assessment Centres Institute of Healing Construction of Three (3) Safe Houses Construction of Two (2) Respite Centres Refurbishment of Youth Training Facilities Reconstruction of St James Youth Facility Outfitting of the reconstructed St. James Youth Facility Establishment of a Remand Facility for Young Female Offenders NIPDEC NIPDEC NIPDEC NIPDEC NIPDEC NIPDEC NIPDEC NIPDEC Concept paper developed.


Concept paper developed.

Concept paper developed.

Concept paper developed.

Concept paper developed.

Concept paper developed.

Not completed.

SPORTT Design by eTecK Concept paper developed.

Concept developed, design contract awarded.

3.3 Challenges The Ministry, in startup mode, was confronted with issues associated with the creation of a new Ministry through the merging of established divisions previously attached to other Ministries.
These issues related largely to change management pertaining to human resources, transfer of resources and accommodation.

However, over time, the Ministry has been successfully confronting these issues through team building exercises, training and retraining of staff, contracting service providers on a short term basis, strategic planning and strategic management of scarce resources.
4.0 Financial Operations The Ministry of Gender, Youth and Child Development received funding under the Appropriations Act 2012.

Thus the Ministry of Finance disburses approved funds identified under various sub-heads.

26 4.1 Expenditure The allocation of the Ministry for the financial year 2011-12 was two hundred and one million, three hundred and twenty one thousand, four hundred and sixty dollars ($201,302,460.00).
The actual expenditure for the financial year 2011-12 totaled one hundred and twenty one million, fifty four thousand, and forty four dollars ($121,054,044.00), 60% of the total budget of the Ministry.
4.2 Recurrent Expenditure Recurrent Expenditure payments for expenses incurred through day-to-day Ministry operations, amounted to one hundred and five million, five hundred and eight thousand, nine hundred and thirty six dollars ($105,598,936.00) of the allocated one hundred and fifty nine million, one hundred and twenty one thousand, four hundred and sixty dollars ($159,121,460.00).
The tables below provide further information on the Allocated and Actual Recurrent Expenditure of the Ministry for the financial period 2011-2012.

As this was the first fiscal year of the Ministry, comparative data will only be available from the following fiscal year.
Breakdown Of Allocation And Expenditure For Fiscal 2011-12 Expenditure Category Allocation Actual Expenditure Variance Recurrent expenditure Development programme (DP) Infrastructure development fund (IDF) Insurance $159,121,460.00 $105,598,936.00 $53,522,524.00 $42,200,000.00 $15,455,108.00 $26,744,892.00 - - - - - - Budget Versus Actual Recurrent Expenditure For Fiscal Year 2011-2012 With Projections For 2013 Sub-Head & Item Personnel Expenditure Goods and Services Minor Equipment Purchases Current Transfers and Subsidies Allocation $32,036,000.00 Expenditure $18,543,848.00 Projected $34,154,600.00 $34,784,650.00 $22,036,440.00 $34,005,445.00 $1,787,500.00 $1,659,489.00 $1,259,355.00 $65,491,177.00 $38,725,131.00 $73,130,259.00 27 Current Transfers to Statutory and Similar Bodies $25,022,133.00 $24,634,028.00 $12,941,607.00 TOTAL $159,121,460.00 $105,598,936 $155,491,266.00 4.3 Variances under Recurrent Expenditure Sixty six percent (66.4%) of the allocated Recurrent Expenditure was utilised for the financial period.
The variance of fifty three million, five hundred and twenty two thousand, five hundred and twenty four ($53,522,524) is largely attributed to the Ministry not being fully established.

Variance in Personnel Expenditure is attributed to vacant positions.

Consequently the amounts estimated and allocated for Goods and Services was less than that spent.
Further, regarding both Goods and Services, and Transfers and Subsidies, some of the funds were not fully transferred to the Ministry during this fiscal period, thus contributing to further variance.

Lastly releases received were often less than the amounts requested/allocated.

4.4 Development Programme (DP) The Development Programme is a capital expenditure programme which seeks to improve and enhance Trinidad and Tobago’s development including human resources, economic and social development.
The forty two million, two hundred thousand dollars ($42,200,000.00) assigned to the Developmental Programme accounts for approximately twenty one percent (21%) of the Ministry’s total allocation.

Of this, fifteen million, four hundred thousand fifty five thousand, one hundred and eight dollars ($15,455,108.00) was spent; an estimated thirty seven percent (37%) of the allocated DP.
The three (3) categories under which projects were funded for financial year 2012, along with the budgeted and actual expenditures, are reflected in the table below.
BUDGET VERSUS ACTUAL DP EXPENDITURE FOR FISCALYEAR 2011-12 WITH PROJECTIONS FOR 2013 SUB-HEAD /ITEM/DESCRIPTION 09 Developmental Programme 003 ECONOMIC INFRASTRUCTURE 004 SOCIAL INFRASTRUCTURE 005 MULTI-SECTORAL AND OTHER SERVICES ALLOCATION EXPENDITURE PROJECTED $15,455,108.00 $50,000,000.00 $300,000.00 $14,654,274.00 $47,500,000.00 $2,200,000.00 $42,200,000.00 $1,500,000.00 $39,200,000.00 $1,500,000.00 $799,784.00 $1,050.00 The main reasons for the variance of 63% ($26,744,892) are highlighted in the table below.
VARIANCES UNDER DEVELOPMENT PROGRAMME Development Programme Sub-Section Variance Delayed Projects/Programmes 003 ECONOMIC INFRASTRUCTURE $1,498,950.00 Youth Resources for Implementing Successful Enterprise 28 004 SOCIAL INFRASTRUCTURE $24,545,726.00 The project proposal was forwarded to Cabinet for consideration and approval to proceed with the changes.

Prior to the creation of the Ministry several projects fell under the portfolios of other Ministries.
There were lengthy delays in there trieval of information from the various Ministries.

Delays in identification of suitable sites for construction.

005 MULTI-SECTORAL AND OTHER SERVICES $700,216.00 Funding for institutional strengthening not accessed for the Fiscal year.

TOTAL $26,744,892.00 4.5 Infrastructure Development Fund (IDF) The Infrastructure Development Fund (IDF) was established under Section 43(2) of the Exchequer and Audit Act, Chapter 69:01.
The purpose of the fund is to act as a readily accessible resource to fund state infrastructure projects.

In order to use funds under the IDF, the procurement of goods or services must be through a Special Purpose Company (SPC).

SPCs are state enterprises created for a specific purpose.

The Ministry requested funding from the IDF for fiscal year 2011-2012.
4.6 Revenue The Ministry has four (4) revenue sources: rental income from the two Youth Development and Apprenticeship Centres (YDACs – referred to as youth camps in the table below); rental income from the Youth Centres; and non-industrial sales from the YDACs.

The revenues collected for this fiscal year totaled eighty four thousand six hundred and fifteen dollars ($84,615), or about sixty one (61%) of the estimated/expected income of one hundred and thirty eight thousand dollars ($138,000.00).
REVENUES COLLECTED BY THE MINISTRY FOR FISCAL YEAR 2011-2012 SUB-HEAD & Item 06 PROPERTY INCOME ESTIMATED ACTUAL 29 01 Rental Income 001 Proceeds from Rental - Chatham Youth Camp 002 Proceeds from Rental- PerstoPraesto Youth Camp 003 Proceeds from Youth Centres $ 120,000.00 $ 66,953.00 07 OTHER NON-TAX REVENUE 04 Non-Industrial Sales 001 PerstoPraesto Estate - Sale of Produce 002 Chatham Youth Camp TOTAL $18,000.00 $138,000.00 $17,662.00 $84,615.00 4.7 Debt Policy & Investment Policy Any such policy would be in accordance with any policies and guidelines of the Government of Trinidad and Tobago as articulated by Ministry of Finance.
5.0 Human Resource Development Plan The Human Resource Management Unit (HRMU) nurtured a work environment in which workers were valued and respected, with opportunities for professional development in addition to a positive work-life balance.

The HRMU recognized that the achievements of the Ministry hinge on the achievement of individual employees work goals.

Thus the HRMU was central to staff development and its application of skills and abilities towards the achievement of the organizational goals.
5.1 Career Path Systems The Civil Service Act Chapter 23:01 outlines the framework for career paths within Ministries.

A hierarchy of positions was created for Ministries and Departments in the public service.

From time to time, Ministers can review their organizational structure and make recommendations to Cabinet through the Public Management Consulting Division for new posts to be created and added to the Ministry’s establishment on terms and conditions approved by the Chief Personnel Officer.
While the hierarchical structure outlined career paths, the appointment to an office is determined by the Public Service Commission.

However the Ministry did prepare staff for promotion to higher officesthrough coaching, mentoring, training and exposure to experiences.

The Ministry was also guided by the Chief Personnel Officer’s policy for the creation of contract employment in the Public Service.

Personnel Department Circular Memorandum PD (bm): 12/2/1/ Vol.

IV refers.
IV refers.

The circular clearly outlined the procedures for creating, remunerating and filling contract positions.

5.2 Performance Measurement Tools The performance management tools in the Ministry are those approved by the Chief Personnel Officer for contract and public service staff.

The performance tool for public service staff was designed to support the Performance Management and Appraisal System which was approved by the Chief Personnel Officer and the Public Services Association.
30 5.3 Promotion The eligibility of officers for promotion is made in accordance with Regulation 18 of the Public Service Commission Regulations, 1966.

Regulation 18(2) sets out the criteria that the Commission shall take into account, and give consideration to the following: (1) seniority, (2) experience, (3) educational qualifications, (4) merit and ability, (5) together with relative efficiency of such officers.
Conversely, promotion of contract staff does not exist and the positions are filled on a competitive basis through the interview and assessment process in Ministries and Departments.

5.4 Recruitment and Selection Procedures Recruitment of officers in the Public Service establishment is managed by the Director Personnel Administration, whereas recruitment of contract officers is managed by the Permanent Secretary.
The Ministry has also contracted the Government Human Resources Services (GHRS) to assist in contract recruitment.

The general procedure for recruitment on contract was as follows:   All contract vacancies were advertised internally and/or externally.

Criteria for selection were based on qualification and experience Interviews i) ii) iii) iv) v) The Human Resource Management Unit is responsible for arranging and coordinating all interviews.
This includes advising both interviewers and interviewees of the date, time and venue for interviews as well as ensuring the preparation of all relevant documentation related to the interviews, including recommended selection criteria.

The interview panel comprises a minimum of three (3) persons and will include the following:  The Head of Department or designated representative.
 A representative from the Human Resources Department;  At least one other person who has the requisite knowledge and skill related to the particular position; Procedures for the various steps related to the employment process will be reviewed at least once per year.

Each interviewer must independently complete an Interview Assessment Form at the end of the interview process.

The candidate with the highest average score will be the first ranked.
In the event of a tie, a new interview panel will be established to interview the candidates with the tied scores.

Criteria for Selection The following criteria shall apply in the selection process: - - - - - Educational, professional, and technical requirements for the position.

Relevant experience Current registration with appropriate board, council or recognized licensing authority, where relevant.

Proven skills and competitiveness.

References.


References The Ministry requires that all applicants provide the names, addresses and telephone numbers of two (2) persons as referees (excluding relatives).The Ministry may also seek references from previous employers and institutions in the selection process.

Reference checks will be conducted by the Ministry before final selection.
31 5.5 Positions filled in Financial 2011-12 As of mid-May 2012, fourteen (14) contract positions have been filled through a transparent and effective recruitment and selection process.

Position One (1) Manager, Corporate Communications Assumption Date 16.01.12 1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.


One (1) Manager, Information Technology One (1) Senior Legal Advisor/Manager One (1) Manager, Policy Research and Planning Two (2) Child Development Specialists Two (2) Business Operations Assistant I, Corporate Communications Two (2) Information Technology Specialists One (1) IHRIS Data Transaction Clerk One (1) Network Specialist/Network Security Administrator Three (3) Clerical Officers Two (2) Senior Policy Specialists Two (2) Researchers Five (5) Active Listeners 14.
One (1) Business Operations I (Legal) 01.02.12 01.02.12 01.06.12 19.03.12 03.04.12 11.04.12 18.06.12 01.02.12 01.08.12 01.08.12 01.08.12 01.08.12 16.04.12 23.04.12 01.05.12 01.05.12 14.05.12 TBD 5.6 Training and Development Programmes Conducted For Financial 2011 – 2012 Several training sessions were conducted successfully both internally and externally as follows: Integrated Global Payroll Training  Gender Budgeting  Registry Systems and Procedures Workshop   Outstanding Customer Service: The Emotional Intelligence Approach  Sensitization and Education Training on the Children’s Bill  Creating Balance for Administrative Professionals  Effective Skills for Administrative Professionals  Mediation Level 1 – Essential Skills  Orientation Training  Managing Diversity in the Workplace   Change Management Workshop  Enterprise Endpoint Security Deployment Training Workshop  Addressing the Stigma and Business Cost of Mental Illness  Conflict Resolution  Supervisory Management Training Interviewing Skills 32  Traumatic Incident Reduction Training 6.0 Reporting Functions Departmental Reports Youth Division Document Monthly Reports on  District Youth Services  Facility Activities  YDAC Gender Affairs Division Monthly Reports End of Programme Report End of Programme Report Status Reports/Monthly Updates Received by Director of Youth Director of Gender Director of Gender Director of Gender Permanent Secretary Policy Research & Planning Unit Information Communication Technology Division Human Management Resources Division Fortnightly Status Updates Deputy Permanent Secretary Monthly (staff attendance/return of personnel (ROP)) Personal File/Accounts Performance Appraisals Yearly/incrementally or on officer being transferred Heads of Departments; Officers Director of Personnel Administration Quarterly Period Performance Report Heads of Departments Annual Training Report Permanent Secretary Quarterly: Returns of Delegation of Authority Permanent Secretary Quarterly HR Performance Report Permanent
 Secretary/Planning Unit General Administration Asset Management Report Internal Audit Unit Finance and Accounts Division ALL Quarterly Report Monthly Financial Report (Copy of Statement of Expenditure) Ad hoc Status Reports as Needed/Requested Permanent Secretary Permanent Secretary Permanent Secretary Directors, Permanent Secretary, Deputy Permanent Secretary, Minister External Reports 33 Document Operating Budgets Strategic Plan (Annual) Financial Reports (Monthly) Performance Reports (Monthly/ Annual) Quarterly Progress Reports on One Year Action Agenda Quarterly Freedom of Information Act (FOIA) reports reporting on the number of FOIA requests in the ministry (as required under the FOIA act 1999) Annual Financial Report (Appropriation Account, Statements of receipts & Disbursements and Statement of Expenditure under the Long Term Funds under IDF) Receiving Agency  Line Minister  Ministry of Planning and Sustainable Development  Cabinet  Ministry of Finance (Budget Division)  Line Minister  Ministry of Planning and Sustainable Development  Cabinet  Ministry of Planning and Sustainable Development  Office of the Prime Minister  Ministry of Finance  Auditor General Monthly Reports on Devolved Functions  Chief Personnel Officer Quarterly Returns of Delegation of Authority Annual Administrative Report Monthly Reports on Delegated Functions Weekly PSIP Reports Appropriation Report  Director Personnel Administration  Cabinet  Parliament  Director of Personnel Administration  Cabinet  Office of the Prime Minister  Ministry of Finance 7.0 Procurement Procedures In order to ensure accountability, transparency, and value for money in the procurement process the following general process and procedural guidelines were issued for the Ministry’s Vertical Services and Special Programmes.
7.1 Central Tenders Board Limits The Central Tenders Board Regulations which the Ministry’s procurement operations were guided by were amended with regard to authority to approve purchases by Legal Notice No.
155 dates August 27, 2009 as follows: 34 Amount Up to $1,000,000 > $1,000,000 - $2,000,000 > $2,000,000 Authority Permanent Secretary (Accounting Officer) Ministerial Tenders Committee Central Tenders Board 7.2 Open Tender, Selected Tender Procedures, and Sole Tender with Criteria Used In Selecting Each System Any such policies, procedures and practices of the Ministry were in accordance with thoseset out by the Central Tenders Board, Ministry of Financein the Exchequer and Audit Act Chapter 69:01, Financial Regulations 1965, the Financial Instructions 1965 and the Procurement Policies and Guidelines.
8.0 Public and Community Relations 8.1 Client and public access to services/service delivery systems The service delivery systems of the Ministry of Gender, Youth and Child Development were accessed through a variety of routes dependent on the service offered.

Walk in services include National Domestic Violence Drop-In Centres were offered through the Gender Affairs Division and Youth Facility services, District Youth Office services were offered by the Youth Division.
Telephone access to services included National Domestic Violence Drop-In Centres, National Domestic Hotline (868) 800-SAVE (7283) offered through the Gender Affairs Division and individual, group and family counseling offered by National Family Services.

Several equity focused services were delivered through the Ministry.

These services were focused on specifically identified individual and group needs.
The Defining Masculine Excellence Programme, The Food Preparation and Home Management Programme for Men and Boys, Women in Harmony Programme and Non Traditional Skills Training for Women were all equity focused services delivered by the Gender Affairs Division whilst the Gatekeepers programme, Arima Resource Centre for Men and Boys and the Youth Development and Apprenticeship Centres (YDACs) were delivered through the Youth Affairs Division.
The vacation camps delivered through the Policy, Planning and Research Unit, the services of the Interdisciplinary Child Development Centre (ICDC) as well as the Parenting programme delivered through National Family Services were all equity focused.

8.2 Community and Stakeholder Relations/Outreach The Community and Stakeholder Outreach Events of the Ministry are summarized in section 3.0 Performance Accomplishments.
The Gender Affairs Division had several events focused on community and stakeholder outreach, and included breakfast seminars, the celebration of internationally recognized days, public consultations and community caravans.

The Youth Division presented multiple community caravans in communities, primary and secondary schools.

Outreach also occurred through programmes delivered out of the District Youth Offices and 35 multiple public consultations were held in the development of the National Youth Policy.
Finally the national youth Awards could also be considered a community and stakeholder relations initiative in that it engaged the national community in the process of nominating and selecting National Youth Awardees.

36